You organise a departmental barbecue on the lawn of your company in an effort to reel your
colleagues into the meeting. While your co-workers stuff themselves with grilled meats and
other fixings, you secure the confidence of your worst co-workers. However, you are not quite
sure your meeting was that effective because your colleagues kept nodding off while suffering
from the condition of trying to work after eating too much.
Tired of the stale office meetings, you organise the affair in an attempt to capture your
audience’s attention. While your colleagues appreciate free food, they can hardly pay attention
due to food-induced exhaustion. You do not have to turn your meetings into some form of
entertainment for them to be effective, however.
Let’s take a look at some things you should consider to get the most from your next business
Places, Places, Please
While sitting out in the balmy Australian sunshine might feel good, it really is a recipe for putting
your colleagues to sleep. Instead, opt for meeting space that is both comfortable and functional.
Your meeting space should come with all of the office accoutrements that help run a successful meeting.
Meeting, conference, and boardrooms all come fitted out with the latest furnishings, which
include appropriate seats and tables, smart computers and stations, and access to the internet.
Peruse Servcorp’s Australia site at http://www.servcorp.com.au/en/meeting-rooms/ to see the
various amenities that should come with a room used for the typical business meeting. By
choosing an appropriate space, you set the stage for a successful meeting.
Setting The Stage
Prepare your attendees for the meeting by sending around a draft agenda. Let your team review
this plan and make additions as needed. To avoid unnecessary trips to the copier, send a copy
of your agenda to meeting participants just before the meeting.
In this way, your agenda contains a detailed plan of meeting topics. Creating an agenda is also
one way to avoid the tangential conversations that can monopolise a productive meeting. Also,
the agenda provides your meeting with a purpose.
Timing Is Everything
When putting your agenda together, keep in mind how much time each topic should take. In this
way, you can more effectively rein in conversations, and even better for time saving’s sake, you
can choose to table all questions until the end of the meeting to avoid spending too much time
on one topic. Another time-saving strategy includes saving a few minutes before and after the
meeting to avoid having to repeat information for latecomers and to answer questions at the
Star Of The Show
As the host of the meeting, your job is to effectively impart information to attendees in a clear,
concise manner. While your job is not to entertain your attendees, the meeting should hold
some interest. One way is, to begin with a few icebreakers. In this way, you get people involved
and engaged in the meeting. Another strategy is to promote active engagement through
cooperative activities, which break up the monotony of many business meetings.
Your Meeting Denouement
Closing a meeting is probably the easiest part of hosting one. Designate a few moments at the
end for a question and answer session. In this way, those people who have questions can stick
around for the Q&A session while others can leave early. A great consideration in holding
meetings is understanding that your colleagues’ time is valuable, and by providing this option at
the end of the meeting accomplishes this task.
Maximising An Effective Meeting
Meetings are a necessary evil of the business day, even in this day when meetings can be held
in a number of online and offline formats. The right space, the right agenda, and the right
speaker all go into hosting an effective meeting. However, you can get the most out of your
meeting by providing structure to the overall event.